Contact

Contact

Job

Noé Duchaufour-Lawrance design studio in Lisbon is looking for an Administration & Office Coordinator.

Context

To support the development of our Made in Situ studio in Portugal, we are looking for an administration and office coordinator who likes to work in creative environments.

We expect the individual to perform a large scope of administrative missions, using strong organizational skills, agility & a team spirit. Ultimately, the person will position themselves as the main point of contact for all office related topics as well as HR and Accounting.

As well as the above tasks, the individual will also be the first point of contact with some clients and visitors, as MIS has a gallery area. The person must be comfortable in client facing situations and welcoming visitors to our gallery as well as exchanging with them via email.

We are looking for a highly committed person, a problem solver and autonomous individual who will join our Lisbon based team and be part of the exciting Made In Situ adventures.

Missions:

          1 - Admin & accounting

  • -  Daily follow up on expenses & invoices

  • -  Control of fix expenses (water, electricity, cable, office supplies, local tax, etc.)

  • -  First point of contact with accounting, Banks, IT and security partners as well as with other

    services in general

  • -  Managing bank account and responsible for payment

  • -  Budget monitoring: monthly & yearly report

  • -  Manage travel arrangements (booking flights, trains, accommodation ...)

  • -  Assist and manage staff members’ agendas

  • -  Provide general administrative support (studio address book) & Support the studio members

    in other administrative tasks

  • -  Sales/Logistic: coordinate the invoices and receipts

  • -  Coordinate Transport, shipping

  • -  Manage gallery email and respond to client request for pricing.

  • -  Help the studio’s owner personal assistant sometimes with some tasks (accountancy, bookings,

    orders, deliveries, etc.)

    2 - HR

  • -  Prepare HR documentation (annual leave/sickness absence/ employees’ data)

  • -  Coordinate employees’ contract, with Legal partners

  • -  Execute monthly payment of employees and partners

  • -  Support onboarding of new team members

 

         3 - Office

  • -  Ensure work facilities & furniture availability (from software to hardware, equipment, access

    keys,...) at the studio

  • -  Manage the company network of providers for the studio space (internet, water, electricity, etc.)

  • -  Manage the cleaning services partner, be responsible for the studio upkeeping, helping to keep it

    clean and organized (if needed, managing the team to achieve this goal)

  • -  Organize the studio maintenance (reparation works, plants, etc.)

    PROFILE & EXPERIENCE

  • -  Master Degree in Administration and Accounting with at least 2 years of experience

  • -  License Degree in Administration and Accounting with more than 5 years of experience

  • -  Fit for design & art world

  • -  Solid Microsoft Office skills (Word, Outlook, Excel, etc)

  • -  Fluent Portuguese and English both written & spoken, French is a plus

  • -  Strong organizational and time management skills

  • -  Ability to cope with pressure and short deadlines, prioritize and take initiative

  • -  Strong team spirit

  • -  Ability to work on numerous projects at the same time

    To apply, please send your CV to claire@ndldesignstudio.com

 

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AND...WE ALWAYS SEEK FOR NEW TALENTS AND PASSIONATE PEOPLE FOR OUR DESIGN STUDIOS IN LISBON AND PARIS

To accompany the development of new projects, our agency is always looking for talented, passionate professionals for positions of interior designer, product designer, 3-D graphic designer, graphic designer plus interns for interior design or product design …
You can consult and answer job offers on this page or send an unsolicited job application to the following address : job@ndldesignstudio.com by attaching a resume, cover letter and portfolio*

* Portfolio in pdf format with at least 5 projects representing your completed work if you are an interior designer, designer, graphic designer or student seeking an internship. These elements must not exceed a file larger than 5 Mo.

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